Deputy Head, Procurement Management department Full Time

Internal/ External Vacancy Announcement

ORGANIZATIONAL OVERVIEW

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for Deputy Head, Procurement Management department position who meet the following requirements.

Job Summary

The Deputy Head, Procurement Management department is responsible for assist in Preparing, implementing and reviewing the Corporate Procurement Strategy (including e‐GP) and procurement policies. Maintain a detailed awareness of current and emerging procurement best practice and ensure all associated policies of NEBE are reviewed accordingly.

Duties and responsibilities

• Prepares procurement plan for the regulatory body proactively in collaboration with other department Heads and submits to the Head, Procurement for review and approval,
• Assist the Head in Oversee the work of procurement Management department, prepare operational plans and initiatives to achieve optimal efficiency and effectiveness of NEBE.
• Allocate assignments to other procurement staffs under his/her supervision in consultation with the department’s Head.
• Mentors & supervises timely performance and excellence of all the tasks performed by the staffs under his/her supervision.
• Receive & review operational reports from the senior procurement experts, procurement experts, purchasing assistants and procurement contract administration experts & reports back to the Head.
• Follow up & monitor end to end activities of all procurement processes in collaboration with other team members.
• Evaluates the performance of procurement staffs under his/her supervision along with the Department’s Manager
• Assist the Head in Monitoring undertaking of tasks as per the SLA.
• Assisting staff with procurement requirements through planning, solicitation, evaluation, supplier assessment, contracting and contract management and administration.
• Support the Head in Developing and maintaining policies and procedures related to the procurement of goods and services and guidelines and tools to help assure compliance with procurement rules, practices and techniques, regulations and procedures.
• Follow up monitoring procurement experts in Preparation of bidding documents for all procurement activities which include:
• Invitation for bids
• Technical specifications
• Assessment and evaluation of documents
• Bid clarifications.
• Publishing of bidding announcements
• Organize and assist in managing pre-bid proposal conference when important.
• Leading the Evaluation Committee activities (bid opening, arranging logistics, preparing bid evaluation packages, attend as note taker and keep minutes of meetings)
• Assist with the evaluation of bids, proposals, preparation of evaluation reports and recommendations for contract awards, and negotiations with consultants, including preparation for submissions to obtain approvals.
• Contract and Document Management for goods, services, works and consultancies which include:
• Preparation of contracts for signing
• Develop implementation schedules for implementation of services
• Ensure proper documentation of contract documents including proposal, evaluation, award documents, official contracts and correspondence of all procurements,
• Actively monitor progress of work of all procurement activities as per the direction from Head.
• Facilitate payments for goods and services procured
• Assess work undertaken and sight goods procured
• Liaise with providers and contractors on faults and necessary actions prior to payments
• Coordinate delivery logistics, transportation, permits, authorizations, insurance, loading and unloading of goods/materials, and financial allocation of related expenses
• Support the Head in Manages and monitors international and local procurement process end-to-end ensuring all procedural and documentation requirements have been met. Establish a reasonable and appropriate lead-time for ordering and delivery of goods,
• Determines and evaluates sourcing options and supply alternatives and maintains database of Suppliers, Prices, Technical Specifications, Catalogues and other procurement related information to inform vendor selection process and future procurements.
• Reinforce ethical principles, including integrity, fairness, and non-discrimination, in all procurement processes.
• Assis the Head in Identifying and addressing potential risks in procurement processes to ensure continuity and efficiency.
• Prepares and submit periodic procurement status reports on general procurement activities containing details of all completed purchases and outstanding purchases and payment requests to the Head,
• Handle any other procurement related and other activities as requested by the Procurement Management Head
• Represent the procurement management department in pertaining all activities of the department in his/her absence.
• Processes to manage and/or control
• Assisting staff with procurement requirements through planning, solicitation, evaluation, supplier assessment, contracting and contract management and administration.
• Manage contracts with suppliers, including monitoring performance and compliance.
• Collaborate with other departments to understand their procurement needs and priorities.
• Reporting to the Manager to provide up to date status reports on procurement to include development, demonstrate value for money and compliance to regulatory legal frameworks of public procurement requirements. Leading and motivating staffs and ensure that they receive appropriate support, training and development to achieve their maximum potential.

Education and Work Experience:

• Master or BA degree in Logistics and Supply Chain Management, management, Economics, purchasing and supplies management, Marketing or other relevant studies
• 9 years for BA Degrees or 7 years for Masters (4 years in leadership position)
• In procurement and contract administration related job positions

Mandatory trainings and certification

• Public Procurement Administration Advanced Level Professionalization Training, IMIS Purchasing Modul, e-GP, Team leadership and professional certifications like certified professional in Supply Management (CPSM) or Chartered Institute of Procurement & Supply (CIPS).

Knowledge:

• E-GP and IFMIS practical experience
• In-depth knowledge of procurement principles, practices, and regulations.
• Proficiency in strategic sourcing, vendor management, and contract negotiations.
• Relationship building and communication
• Strategic thinking and decision-making to develop procurement strategies aligned with

Know-How (Skills) (Technical competencies):

• Know how to perform analysis and interpretation of data
• Know how to think strategically and devise long term strategies
• Resource allocation skill
• Ability to manage time
• Strong leadership abilities to inspire and guide the procurement team.
• Excellent communication and interpersonal skills to collaborate with stakeholders and suppliers.
• Effective delegation and time management to prioritise tasks and meet deadlines.
• Market intelligence to identify trends, opportunities, and risks in the supply chain.
• Understanding of financial analysis and budget management in procurement.

Behavioral competencies:

• Risk Management
• Sustainability
• Relationship Management
• Negotiation Skills
• Result oriented